This policy has been established to ensure the responsible operation of all Dickinson College owned, leased, or rented vehicles. The term “Dickinson Vehicle” is defined as any auto owned, leased, or rented by Dickinson College by students, faculty, or staff for the conduct of official college business and activities.
The following procedures apply to all members of the college community (including faculty, staff, and students), and all members of the community will be required to acknowledge these policies prior to being authorized to operate a Dickinson Vehicle. In order to become a Dickinson Certified Driver, the requesting party (student, faculty, or staff member) must complete the entire driver training and certification process found in the Totara Training Module entitled Driving Certification. This module includes the training, policy acknowledgement, and Motor Vehicle Record check.
The administration of Dickinson Vehicles is included within responsibilities of Dickinson College Public Safety and the Department of Compliance & Enterprise Risk Management. The Chief of Public Safety, Director of Compliance & Enterprise Risk Management, and the DPS Safety Services Coordinator comprise the Motor Pool Operations Administration (MPOA) team. This team is responsible for oversight of all college vehicle operations, to include but not limited to: development and implementation of policies governing vehicle use, review of all traffic collision (where appropriate) causes and preventative and corrective action, management of the college’s general use motor pool of vehicles, negotiation, acquisition and termination of all vehicle lease, loan and sales agreements, training and certification of all vehicle operators, and oversight of all other college motor pool vehicles and related activities.
The Dickinson Public Safety Department Safety Services Coordinator is responsible for carrying out the day to day operations of the college’s general use motor pool vehicles that are housed and administered by the Department of Public Safety; and Facilities Management – Automobile repair personnel - to establish and maintain a system for vehicle service, as well as a program for vehicle service record management, and to ensure that all necessary information is collected and easily audited. Further, it will be the responsibility of individual personnel or departments that have been issued a college vehicle for exclusive use to regularly report certain information as further defined in this document to, and coordinate all vehicle service through, Facilities Management.
For vehicle reservations and to check availability of general use motor pool vehicles, users should check the Transportation Services & Information website for current information. (http://www.dickinson.edu/info/20247/department_of_public_safety/874/transportation) .
Information is also available from the Safety Services Coordinator (717-254-8187) or through e- mail at [email protected].
In the event of inclement weather, crisis or emergency, the Chief of Public Safety may suspend or otherwise restrict operations without prior notice. In the event motor pool operations are suspended or restricted, announcements will be made via the Red Alert Emergency Notification System, or e-mail.
Dickinson College students, faculty, and staff who would like to operate Dickinson Vehicles that are administered by individual departments are subject to the same requirements as the general
use motor pool vehicles. The vehicle administrator for each department that owns, leases, or rents vehicles on behalf of the college must provide each employee with driving duties a copy of this policy and information on how to complete the driver training and certification process. The Dickinson Certified Driver Training and Certification program is found on Totara and can be accessed via the Dickinson Gateway. Any questions should be directed to the Director of Compliance and Enterprise Risk Management. The Workplace Safety Committee will include a standing item on the monthly agenda to discuss new driver requests, review accidents, conduct investigations, and retraining as necessary. The committee already includes representatives from nearly all departments within the college that own, lease, or rent vehicles.
IN THE EVENT OF EMERGENCY: In the event of mechanical problems, minor traffic collisions or questions, call Public Safety at (717) 245-1349. In the event of on-campus emergencies, call Public Safety at (717) 245-1111. For off-campus emergency assistance call 911, and then notify Public Safety at (717) 245-1349. Collect calls will be accepted. In the event non-emergency roadside assistance is needed, notify Public Safety and then Wright Express (Sheetz Business Edge). For roadside service, Wright Express can be contacted at 1-800-622- 2136. Wright Express contact information is located in the glove box of every general use motor pool vehicle.
Mailing Address for the Department of Public Safety: P.O. Box 1773, Carlisle, PA 17013-2896 Physical Address: Kaufman Building, 400 W. North Street, Rear, Carlisle, PA.
Telephone: Business (717) 245-1349
Emergency (717) 245-1111
FAX (717) 245-1054
No member of the college community shall be authorized to operate a motor pool vehicle (any vehicle owned, leased, or rented by the college) on behalf of the college unless they are first determined to meet the standards set forth in this policy, including becoming a Dickinson Certified Driver, in addition to the following:
conviction for reckless driving; any combination of three or more moving violations, “at fault” accidents, or “preventable” accidents; suspension, revocation or administrative restriction within the last three years; leaving the scene of an accident as defined by state laws; at fault in a fatal accident; felony committed involving a vehicle; three or more college vehicle physical damage claims in any twelve-month period; racing; excessive speed (25 mph or more over the posted speed limit), use of vehicle related to drug possession/use/delivery; soliciting prostitution; unlawful use/possession of a weapon, and fleeing an officer.
Behavior of operators that may result in sanction or punitive action may include, but are not limited to:
All related training records shall be documented and maintained in Totara.
Dickinson Vehicles are only to be operated for the purposes of conducting college business, and other authorized and pre-approved activities on behalf of the college. Operators are to abide by the policies of the college, and operate the vehicles in accordance with the motor vehicle laws of the Commonwealth, or other state, territory, or federal jurisdiction being driven in. Vehicles are to be operated in accordance with safe driving practices, in a manner intended for the vehicle being driven. Vehicles may carry no more than the number of people the vehicle is safely equipped to transport, and vehicles employed in the transportation of cargo will comply with weight limitations, load distribution and other regulatory restrictions.
Operators shall take weather conditions into consideration when traveling and should use good judgment in determining if travel should be suspended or rescheduled. Operators are also required to adhere to local, state, territorial or federal prohibitions on travel, or restrictions placed on travel by the Chief of Public Safety due to severe weather conditions, emergencies or natural disaster.
All operators must:
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1 Employees in possession of a CDL for their job are required to complete a knowledge test and CDL skills test through the DMV.
The college is listed as an Intrastate carrier through the Department of Transportation (DOT). Additionally, several positions at the college require a valid state-issued commercial driving license (CDL) to operate vehicles with a DOT number (2118033).
In compliance with DOT regulations, employees possessing a CDL for their position will be randomly selected for drug and/or alcohol testing.
Once identified, the employee’s supervisor will be contacted and provided with a Treatment Authorization form. Employees will be required to proceed immediately2 to the indicated collection site for testing. Following the test, Human Resource Services will receive a copy of the results.
Exceptions:
- If an employee is selected and known to be not working on the day they are selected (e.g., legitimate extended absence, long-term illness, etc.), an alternative selection shall be performed.
- If an employee is actively performing a safety-sensitive duty, they should stop as soon as it is safe and practical to do so.
If either test returns a positive result, the employee and their supervisor will be immediately contacted by Human Resource Services
Dickinson Vehicles are maintained and serviced by the college on a regular basis, however, on occasion mechanical difficulties do arise while vehicles are in use. All mechanical problems must be reported to the Safety Services Coordinator or department administrator as soon as possible to arrange for repairs or a replacement vehicle. Operators should not make any repairs or contract for services without specific authorization from the Safety Services Coordinator.
Operators who make a repair without authorization may incur financial/legal liability for any resulting injury, accident and/or vehicle damage due to that repair. In the event of needed non- emergency roadside assistance, notify Dickinson College Public Safety, and then Wright Express to arrangements for assistance. For roadside service Wright Express can be contacted at 1 (888) 939-8697.
In the event of an accident, no matter how minor, college policy requires that the operator must contact the local law enforcement agency and Dickinson College Public Safety as soon as it is safe to do so. This policy has been put in place so that there is no confusion about reporting requirements for the operator, and to ensure that the college, and its insurance carrier(s), will be provided with all necessary information. In the event of a Non-Reportable accident, where the local police cannot come to the scene due to workload or other constraints, the operator is to notify DPS as soon as it is safe to do so. A Non-Reportable accident is one involving no injuries or serious damage to the vehicles involved (a vehicle can be driven from the scene
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2 Contrary to the urban legends circulating among some employees, immediately does not mean two hours. Immediately means that after notification, all the employee’s actions must lead to an immediate specimen collection. Source: US DOT, ODAPC, “Best Practices for DOT Random Drug and Alcohol Testing”
safely), and all parties involved are present at the scene and exchange driver and insurance information.
All traffic collisions or other accidents will be reviewed by the Motor Pool Operations Administrator to determine the causes for the incident so that action can be taken to prevent similar incidents. It shall be the joint responsibility of the Motor Pool Operations Administrator and the department head/chair and supervisors of the department involved (or student group sponsor/advisor), to ensure that appropriate discipline, personnel or other necessary actions steps implemented.
An Accident Reporting Packet has been placed inside the glovebox of every college vehicle to assist drivers with collecting the appropriate information needed in the event of a traffic accident or incident. It is suggested that you check the glovebox to ensure the Accident Reporting Packet is inside before departing. If you cannot locate the packet, please notify the Department of Public Safety.
All drivers should make themselves familiar with the contents of the packet. Contact the Department of Public Safety or the Director of Compliance & Enterprise Risk Management with any questions related to the packet and its contents.
In the event the operator of a college vehicle commits a traffic or moving violation while operating a college vehicle, it is the responsibility of the operator to pay any and all associated fines and fees. All traffic and/or moving violations (traffic summons or “tickets”) must be reported to the Motor Pool Operations Administrator upon return to campus. This information, including circumstances, location, violations and citation information should be as specific as possible. Failure to report traffic/moving violations may result in the immediate loss of operating privileges and may subject the operator to additional sanctions.
College fleet vehicles administered by DPS are equipped with EZ-Pass transponders. The operator of the vehicle is responsible any violations related to the EZ-Pass and the department using the vehicle is responsible for payment of all charges to the EZ-Pass. In the event that such a violation does occur, the operator shall notify Public Safety upon return to campus so that arrangements can be made to resolve these incidents.
College vehicles administered by departments other than DPS may or may not be equipped with an EZ-Pass. Check with your department’s vehicle coordinator for more information.
Vehicles are to be legally parked on the streets or in designated parking areas, as denoted or otherwise marked by the local jurisdiction at all times. When parking, operators are encouraged to park in well-lit areas. Operators should also attempt to back in or pull through spots to minimize the frequency of backing out of a parking spot upon exit.
Members of the college community traveling outside the region via air, sea or other ground transportation, may not park or store college fleet vehicles off-site for more than 24 hours. Special consideration may apply in cases of exigent circumstances as
determined and approved by the Safety Services Coordinator. In the event that permission is granted for extended off-site parking, the individual or related department shall assume all associated costs.
In the event the operator of a college vehicle incurs a parking violation fine, it is the responsibility of the operator to pay any and all parking fines and associated fees. The operator must notify the Safety Services Coordinator of this violation upon return to campus; failure to promptly report such a violation may result in sanctions being imposed.
Operators and/or users may not modify or make alterations to any vehicle, may not remove seats from vehicles, or use any vehicle for other than its intended and authorized purpose.
If temporary modifications to seating arrangements within the vehicle are needed to accommodate departmental needs, the Safety Services Coordinator must be notified at the time of the vehicle reservation so that appropriate arrangements can be made. No modifications or alterations may be made without the prior authorization of the Safety Services Coordinator and must be made by Facilities Management Services or other appropriate personnel approved by the Safety Services Coordinator. Please note that service fees may apply.
The reservation and scheduling of the general use fleet vehicles under the purview of the Department of Public Safety shall be made through Fleet Commander which can be accessed from the Dickinson Gateway. Persons scheduling the use of a fleet vehicle must provide the following information in order to reserve a vehicle: Department or organization name, the name and position of the person making the reservation, the required information for the person for whom the reservation is being made, the required information for the person who is authorizing the reservation, billing account information, the name, position and related information of the intended operator(s), the date, duration and destination of travel, the number of passengers being transported, the name of the driver, and the vehicle type being requested. Travel during adverse weather conditions or natural disaster may be suspended until such time as conditions improve to ensure the safety of students and other members of the college community. In the event that a reserved vehicle is not needed, the Safety Services Coordinator should be contacted as soon as possible to cancel the reservation so that it may be made available to other users.
Representatives of academic or administrative departments are to utilize the electronic reservation process available through Fleet Commander via the Dickinson Gateway.
Use of fleet vehicles by students for academic needs may be authorized after the review by the Motor Pool Operations Administrator. Pre-authorization by the supervising Professor/Instructor and Department Chair, as well as account information for billing, is needed prior to submission of reservation requests by the department representative. The reservation will need to be made by a member of the faculty or staff in the requesting department.
All vehicle leases and purchases must be approved and handled by MPOA. Departments interested in acquiring or trading in a vehicle must discuss the project with MPOA to ensure that the mutual goals of institutional policy compliance and departmental objectives are met. No department or individual is allowed to initiate or effectuate a vehicle lease, loan or purchase agreement without the knowledge and direct involvement of MPOA.
The reservation of departmentally owned, leased, and rented vehicles shall be coordinated through that department or division’s vehicle coordinator. All people who drive a Dickinson owned, leased, or rented vehicle on behalf of the college are subject to the requirements of this policy. Employees and students shall not be allowed to operate a departmentally owned vehicle unless the driver completes the Dickinson driver certification and training process. Please plan to allow at least one week of time between when a request is submitted so that the potential operator can complete the training and paperwork, and so that the college can complete the MVR. “Emergency” requests for drivers will be considered if the Chief of Public Safety and Director Compliance & Enterprise Risk Management consent; however, this will in no way be the normal operating procedure for the processing of requests.
Motor pool vehicles reserved and/or used by academic and administrative departments, or those reserved and/or used under the authorization of student organizations or Intramural Sports, are required to provide an account number for billing purposes. All mileage fees, service fees and penalties will be billed directly to the sponsoring department or organization’s account by the Safety Services Coordinator. Contesting or appeals for charges billed must be filed with the Safety Services Coordinator within thirty (30) business days from the date of billing and may not be submitted after the end of the fiscal year during which the billing was made.
Billing rates for motor pool vehicles take into account additional service and handling costs specific to the college and associated costs as determined by the specific class of vehicle. Currently, the charges are as follows but they may be adjusted from time-to-time by the college.
| a. Mini-Vans | (1- 7 Passengers) | $0.32 per mile |
| b. Large Vans | (1-11Passengers) | $0.37 per mile |
| c. Mini-Bus | (1-14 Passengers) | $0.37 per mile |
A pool of Professional Drivers, available to drive college motor pool vehicles, is maintained and supervised by the Safety Services Coordinator. These drivers are “casual” employees of the college and:
In accordance with guidelines of the college insurance carrier, the following rules regarding “on duty time” and “driving time” for professional drivers are in place.
If minors are transported in a college vehicle in conjunction with college business or approved activities, proper safety restraints must be employed as required by law. The Safety Services Coordinator (and related department) will not issue child safety and booster seats for motor pool fleet vehicles. In the event that a given academic or administrative department, or student organization, intends to transport children and requires such equipment, it is the responsibility of that user to identify, obtain and properly use the equipment in accordance with the laws set forth by the Commonwealth of Pennsylvania. A specific request must be made to the Motor Pool Administrators to transport minors. Permission to use a Dickinson owned, leased, or rented vehicle does not imply permission to transport minors unless specifically granted by the Chief of Public Safety and the Director of Compliance & Enterprise Risk Management.
For child safety & booster seat placement and installation information please see the instructions included with the purchase of such devices. For additional information consult the Pennsylvania State Police, Pennsylvania Department of Transportation, the
U.S. Department of Transportation – National Highway and Traffic Safety Administration, or the American Association of Pediatricians.
Transportation of minors shall also be governed by the college’s Protection of Minors policy.
Special considerations modifying standards of use for college employees regarding the operation of college owned, leased or rented vehicles:
Employees operating specialty vehicles may require special licensing prior to employment, as determined by the college department offering employment and/or by Human Resource Services.
Operation of Dickinson Vehicles is limited to Dickinson Certified Drivers which includes faculty, staff, and students of the college, including professional drivers employed by the Department of Public Safety only. Contracted chauffeurs are not permitted to operate a Dickinson Vehicle.
If college fleet vehicles are unavailable or are unsuitable for the intended use by the college, supplemental vehicles may be rented from an approved outside vendor.
Operators are required to abide by Motor Pool Operations policies governing the use general-use motor pool fleet vehicles.
Employees are permitted to transport alcohol or controlled substances in a Dickinson Vehicle if done at the direction of and on behalf of the college and in direct support of college business.
Hazardous materials may only be transported in properly equipped and placarded vehicles, in compliance with state and/or federal regulations, and only if done at the direction of and on behalf of the college and in direct support of college business.
In accordance with college policy, only persons specifically authorized to possess and/or transport firearms and weapons in direct support of college business may do so. Authorized persons: Commissioned Police Officers with the Department of Public Safety, Cadre of the United States Army Reserve Officers Training Corps, or those others specifically authorized by the Chief of Public Safety.
Nothing in this provision authorizes any member of the college community to transport firearms or weapons in violation of any and all applicable federal, state and local laws.
Additional service fees and penalties for motor pool vehicles reserved and/or used by academic and administrative departments, or those reserved and/or used under the authorization of student organizations or Intramural Sports, may be assessed service fees or penalties due to failure to comply with Motor Pool Operations policies or for services provided.
$25.00
$25.00 per day.
Billing rates shall be set by the agency supplying the vehicle in question, with all costs and incurred fees to be paid by the department of the end user. Fees for college professional drivers shall be billed to the department requesting the service in addition to costs associated with the vehicle.
The policies of the college govern the use of all vehicles operated for the purpose of conducting college business – this includes personally owned vehicles (POV). The college hereby provides notice to all operators that, the college does not carry insurance on and will assume no
responsibility for damages resulting from incidents involving the use of a POV. If a POV is employed for college business, the college requires that the vehicle operator be personally insured for liability, with sufficient coverage to protect themselves in the event of a claim against them.
The college recommends that operators utilizing a POV for college business maintain liability insurance coverage limits of: $100,000 / 300,000 / 50,000.
Pennsylvania Department of Transportation (PennDOT) – Point System
